Invitations¶

Invitation List¶

Here you can review existing invitations. Invitations can be sorted in various ways by clicking the field titles at the top of the list. You can use the selection box at the bottom of the page to show more or less invitations per page.

List fields¶

Invited name¶

Name and email address as used in the invitation.

Registered name¶

If the the invitation was accepted via the provided link and an account created, this field will show the name and email adress used for the account.

Invited as¶

Role the recipient is/was invited for.

Invited for track¶

Track the recipient is/was invited for.

Invitation state¶

Current state of the invitation. Click to change state. Please note that changing the invitation state from e.g. "Suggested" to "Invited" does not actually send an invitation. To do that please follow the instructions under Action. This is usefull e.g. if several people can suggest invitations and one or more others then accept ("OK") or reject ("No") those suggestions.

Invitation date¶

Date the invitation was first saved (includes suggestion).

Acceptance date¶

Date the invitation was accepted.

Action¶

This button is used to perfom operations on selected invitations. To select an invitation check the box at the front of its line. Use the box at the top of the list to select all invitations on the page.

Send invitation¶

An invitation is send to all selected recipients. If all selected recipients are invited for the same role, the invitation text for that role (if specified) will be used. Otherwise the generalised invitation text will be used. The invitation text can be edited (see invitation text for details) and the email previewed before sending. If not specified otherwise, all emails will be cued and send at the full hour.

Send reminder¶

As above, invitation reminder text will be used.

Delete invitation¶

Choose to delete selected invitations. You will be asked to confirm your selection before anything will be deleted.

Add invitation¶

Select a role that you want to add invitation(s) for.

Filter¶

Use this to filter the list for specific information. To deselect filters hit search on empty filters.

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Add Invitation¶

Invited as role¶

You chose the role the recipients will be invited for when you opened this page. If you want to change your selection, please return to the invitation list and use the "Add invitation(s)" button there. This is necessary in order to select the correct invitation text.

Invitation state¶

Here you can choose, if you want to save invitations to send later ("Suggest") or if you want to send them right away ("Invite").

Invited persons¶

You will need to enter the information for at least one recipient. You can add more recipients by clicking the "+"-button and delete them by clicking the respective trash can button.

Invitation text¶

This only appears if "Invite" is selected as "Invitation state". If an invitation text is specified for the selected role it will be used here, otherwise the general invitation text will be used. The invitation text can be edited (see invitation text for details) and the emails previewed before sending.

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Invitation text¶

Templates¶

Users with admin rights can create and edit templates for invitation texts under Admin > Post Office > Email Templates

These templates must be named as follows (case sensitive):

• invitation for the general invitaion text that will be used if role specific texts are not available/do not apply
• e.g. rev_1_invitation that is roleid_invitation for role specific invitation texts, you can check the role id under Admin > ConfMaster > Roles
• invitation_reminder for the text used in reminders

The template description is optional, it will NOT be used in any emails.

Email content

There is one field for the subject line, one for plain text content and one for HTML content, that requires the use of HTML markup. HTML markup allows styling but may be blocked by recipients email clients. It is therefore recommended to fill in both fields.

Template Variables¶

The templates use variables (placeholders) for recipient specific information. In order for them to load, you must add the following line at the beginning of each content field:

{% load cm_mail_templatetags %}

Available tags for invitation texts are:

• {{ conf_abbr }} abbreviation of the conference name
• {{ conf_full_name }} full conference name
• {{ conf_url }} address of conference homepage
• {{ invitation.first_name }} first name of recipient
• {{ invitation.last_name }} last name of recipient
• {{ invitation.invited_as_role }} role recipient is invited for
• {{ invitation.invited_by.first_name }} first name of sender
• {{ invitation.invited_by.last_name }} last name of sender
• {{ invitation.invited_by_role }} role of sender
• {{ accept_url }} url recipient will use to accept the invitation
• {{ reject_url }} url recipient can use to reject the invitation
• {{ answer_url }} url recipient can use to decide about the invitation

Hint: Using {{ accept_url }} or {{ reject_url }} can cause problems. Some mail clients call these URLs in emails directly. This can lead to an invitation being automatically accepted or rejected. Therefore, it may be useful to use {{ answer_url }} instead. This URL leads to an extra page where the recipient can decide whether to accept or reject the invitation.

Import Invitations¶

Invitations can be imported from different formats (CSV, YAML, etc.) at Admin→Invitations→Import

• For imported invitations invitation mails are not send automaticly.
• Import works for plain ASCII only, special characters cause problems.
• First line of imported files should contain the field names
  invited_as_role,invited_by_role,invited_by,invited_for_track,invitation_state,first_name,last_name,email

Field	Description
invited_as_role	RoleID to be invited (rev_1 .. rev_5)
invited_by_role	RoleID of inviter (pcc, rev_1,..)
invited_by	UserID of inviter (integer)
invited_for_track	Invited for track (integer)
invitation_state	2==Suggested, 3==Invited (constants)
first_name	first name of invited person
last_name	last name of name of invited person
email	email address of invited person